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This procedure documents policies for photocopying music scores for various reasons, and covers both items within and items outside of copyright protection.

When preservation makes a copy of a music score for circulation purposes, it is because the music library has determined that the item in its present condition is not usable, and a replacement for the item is not available at a reasonable cost.

1. Preservation photocopies of a single part or portion of item:

No cataloging attention is necessary.

No copyright infringement occurs.

2. Preservation photocopies of entire items outside of copyright protection:

When preservation makes a copy of an ENTIRE item (score or score/parts, whatever there is), the copy will have to be cataloged as a photocopy (new bib record (added to OCLC), format=r, 533/539 note, trailing “a” in call number), and the original moved to music special collections.* Any item that is moved to music special collections must be transferred to music special collections (in Horizon and marked call # on item) BEFORE sending to pres/con. This is at the request of pres/con, to ensure pres/con knows they are special collections items. Preservation should keep the original and the photocopy bundled together along with all paperwork to deliver to cataloging.

*Exceptions to the policy of moving the original to special collections may be made on a case-by-case basis. One example is the case of M289.P68 S6 1945 and 1945a. In this case, two copies are needed for performance. One copy was lost, and the music library determined that a replacement was not available at a reasonable cost. A photocopy was made, and both the original and photocopy were kept in the circulating collection.

Examples in the collection:
M1614.S46 op. 33 1913 and 1913a
M289.P68 S6 1945 and 1945a
M220.B64 V67 no. 6 1885 and 1885a
M1621.3.S38 A8 1900z and 1900a

3. Photocopying entire new items at time of cataloging (items under copyright protection):

If the publisher sends us an item in an unacceptable binding format that cannot be rebound into an acceptable binding format, (the most common example of this being GBC binding with margin less than ½”), the item will be photocopied so that an acceptable binding format can be applied, and to avoid copyright infringement, the original will be destroyed.

The cataloger will write in the Special handling/other area of the binding slip that the copy is being made because the item was sent to us in an unacceptable binding format, and that music library will destroy original after copy is made. Pres/con will make the photocopy and return the photocopy, the original, and all paperwork to the music library. The music library will inspect the photocopy and then destroy the original (usually by shredding.) No special cataloging attention will be given to the photocopy; it will be cataloged as if it were the original.

PMD, 12/21/2004; rev. NLN 6/15/2005, 11/18/2005, 1/30/2008

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